Job summary
The postholder will provide administrative support to the Multiple Sclerosis Nursing Team, including coordinating the admin support and audio typing for the nursing teams. The job requires the postholder to be on site and available to deal with any queries arising from patients and colleagues. It is a busy and demanding role where priorities can change and therefore the post holder will need to be organised and have the ability to work well as part of a multidisciplinary team.
Main duties of the job
Receive and manage referrals for the MS nursing team, ensuring they are triaged by an appropriate clinician in a timely manner and the patient is added to the correct waiting list schedule and booked into the appropriate clinic. This includes managing the MS Nurse Hotline.
Ensure day case patients are added to the correct waiting list, booked TCI in an appropriate timeframe, and ensure patients are admitted and discharged on the same day
Maintaining oversight of all nurse lead clinics, ensuring all slots are utilised fully by booking patients in order of clinical need and all urgent patients are prioritised, liaising with centralised outpatients or secretaries when required and preparing clinic schedule's each week to confirm with the nurses their upcoming activity
Organising ad hoc bookings, overbookings, rescheduling or cancellations of clinics when requested by the nurses
About us
The post holder will be required to use a PC for long periods. This post is classified as a DSE user. The work is office based, with a considerable amount of telephone activity. The physical work is light, for example mainly filing into lever arch files.
There is occasional exposure to agitated and worried patients on the telephone which will require a sympathetic but measured response.
Job description
Job responsibilities
Ensure patients RTT pathways are correct at every stage of their pathway
Ensuring patient records are up to date, ensuring all required action has taken place (follow up appointments with nurses, investigations are requested etc).
Responding to patient or staff contact via telephone, email and post; sending correspondence to patients at their request, answering queries etc
Provide efficient typing support for the MS nurses; typing clinic and ad hoc letters within the Trust target of 5 working days from date of dictation, prioritising any dictations marked urgent. Monitoring all typed letters to ensure clinician approves for sending in a timely manner. Saving all correspondence to patient records and distributing copies accordingly.
Checking outcome of dictations matches the patient record on CareFlow; ie if a clinician asks for 4 month follow-up, ensure patient either has an appointment booked or they are on the appropriate waiting list schedule for an appointment in that timeframe.
Contributing as a team member to the efficient running of the office; providing cover for colleagues (as appropriate) during times of prolonged leave or absence, reporting IT issues or building faults to the necessary department, booking meeting rooms etc.
Receiving and filing all clinical and non-clinical correspondence as required by the MS nurses.
To undertake any other duties appropriate to the post, as agreed with the Support Manager.
Job description
Job responsibilities
Ensure patients RTT pathways are correct at every stage of their pathway
Ensuring patient records are up to date, ensuring all required action has taken place (follow up appointments with nurses, investigations are requested etc).
Responding to patient or staff contact via telephone, email and post; sending correspondence to patients at their request, answering queries etc
Provide efficient typing support for the MS nurses; typing clinic and ad hoc letters within the Trust target of 5 working days from date of dictation, prioritising any dictations marked urgent. Monitoring all typed letters to ensure clinician approves for sending in a timely manner. Saving all correspondence to patient records and distributing copies accordingly.
Checking outcome of dictations matches the patient record on CareFlow; ie if a clinician asks for 4 month follow-up, ensure patient either has an appointment booked or they are on the appropriate waiting list schedule for an appointment in that timeframe.
Contributing as a team member to the efficient running of the office; providing cover for colleagues (as appropriate) during times of prolonged leave or absence, reporting IT issues or building faults to the necessary department, booking meeting rooms etc.
Receiving and filing all clinical and non-clinical correspondence as required by the MS nurses.
To undertake any other duties appropriate to the post, as agreed with the Support Manager.
Person Specification
Education, Work Experience, Skills, Personal Qualities
Essential
- Good general education including GSCE in Maths or English (or equivalent)
- Previous administrative experience
- Experience of working as part of a team in a multi-disciplinary environment
- Experienced in audio typing or similar
- Excellent word processing skills
- A good working knowledge of MS Office applications including Excel
- Excellent written/verbal communication skills
- Excellent customer care skills
- Willingness and ability to learn new IT skills and technology
- Ability to work under their own initiative, to conflicting deadlines
- Confident and sympathetic when dealing with patients/staff
- Ability to be calm and professional when working under pressure
Desirable
- Experience of working in the NHS or similar organisation
- Patient Administration System (PAS) training
Person Specification
Education, Work Experience, Skills, Personal Qualities
Essential
- Good general education including GSCE in Maths or English (or equivalent)
- Previous administrative experience
- Experience of working as part of a team in a multi-disciplinary environment
- Experienced in audio typing or similar
- Excellent word processing skills
- A good working knowledge of MS Office applications including Excel
- Excellent written/verbal communication skills
- Excellent customer care skills
- Willingness and ability to learn new IT skills and technology
- Ability to work under their own initiative, to conflicting deadlines
- Confident and sympathetic when dealing with patients/staff
- Ability to be calm and professional when working under pressure
Desirable
- Experience of working in the NHS or similar organisation
- Patient Administration System (PAS) training
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Employer details
Employer name
North Bristol NHS Trust
Address
Bristol Brain Centre, Southmead Hospital North Bristol Trust
Southmead Road, Westbury on Trym
Bristol
BS10 5NB
Employer's website
https://www.nbt.nhs.uk (Opens in a new tab)
